Online registrations
Players and families sign up once, with returning members pre-filled, medical details, consents and photo permissions.
Sports club software: registrations, fees & team comms
Sports clubs: less admin for the volunteers who run them. Registrations, fees and teams sorted.
Registrations go through three different forms, the treasurer chases fees until finals and team messages are scattered across ten group chats. We build club management systems for community sports clubs that handle registrations, fees, fixtures, rosters and team comms in one place. Then we host them and look after them, so the next committee isn't starting from scratch.
Looking for sports club management software that volunteers can actually run?
A community sports club is a small business run by people who already have a day job. The registrar, the treasurer, the canteen coordinator and twenty coaches all juggle their own spreadsheet, group chat and login. The association system covers what the association needs. Everything else lands on whoever's left holding the clipboard on Saturday morning.
Wollopit builds custom club software around how your club actually runs. Families register and pay once. Teams get the message when training's off. The canteen roster fills itself and blue cards don't lapse without anyone noticing. We work alongside PlayHQ or your association's platform, fill the gaps it leaves and build it so the next committee can pick it up in an afternoon.
01The problems
What we hear from sports clubs
Does your sports club have these problems? Here's how we'd fix them.
Most clubs we talk to are run by a handful of legends doing three jobs each. The system works until one of them moves on.
- The problemRegistration season is a scramblePaper forms, a Google Form and the association system all ask for the same details. The registrar retypes the lot into a spreadsheet at night.How we fix itOne online registration that collects what your club needs, lines up with PlayHQ and remembers returning families next season.
- The problemThe treasurer chases fees all winterSome families have paid, some promised 'next week' and nobody's sure who's covered by a sport voucher.How we fix itOnline payments with family discounts, payment plans, voucher tracking and reminders that do the chasing for you.
- The problemTen group chats per teamTraining gets called off, half the parents miss it and the coach fields fifty 'is it still on?' messages.How we fix itTeam messaging by email, SMS and push. Cancel training once and every player and parent in that team knows.
- The problemGrounds and fixtures clashTwo teams turn up to the same field, the under 9s have no ref and the clubhouse is double booked.How we fix itA ground and facility calendar synced with your fixtures, plus referee and umpire allocations everyone can see.
- The problemThe canteen roster has gapsThe same five parents do every Saturday and the BBQ isn't lit when the first game finishes.How we fix itVolunteer sign-ups by team with swaps, reminders and duty counts so the load is shared fairly.
- The problemBlue cards in a drawerNobody knows whose blue card, first aid or coaching accreditation runs out before round one.How we fix itCoach and volunteer records with uploads, expiry dates and alerts weeks before anything lapses.
- The problemSponsors get a logo and not much elseA banner on the fence and a website page last touched three seasons ago. Then renewal time is awkward.How we fix itSponsor pages, logos on the website and clubhouse TV and an end of season report showing what they got.
- The problemCommittee handover loses everythingThe secretary steps down and the passwords, templates and know-how walk out the gate with them.How we fix itA system the club owns, with roles instead of personal logins, handover notes and a year planner for the next committee.
- The problemUniforms ordered by textSizes wrong, orders lost and a box of shorts nobody paid for sitting in the shed.How we fix itAn online club shop with size guides, pre-order windows, team bundles and payment up front.
- The problemGrant applications start from zeroEvery grant asks for member numbers, participation and volunteer hours and nobody has the figures handy.How we fix itMember, participation and volunteer reports ready to export the day a grant round opens.
- The problemClubhouse hire in a paper diaryHire enquiries come through Facebook, the bar roster is on the fridge and nobody knows who's booked the hall.How we fix itClubhouse bookings with bonds paid online, bar rosters with RSA records and one calendar the committee shares.
- The problemResults never make it onlineScores sit in PlayHQ but the website, newsletter and socials never mention the weekend.How we fix itWeekly results and match reports pulled into the website, newsletter and socials without retyping.
02What we build
Solutions
What we build for sports clubs. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Fees & payment plans
Season fees, family discounts, instalments, voucher tracking and automatic reminders, reconciled into Xero or MYOB.
Team communications
Messages by team, age group or the whole club via email, SMS and push, with read receipts for coaches.
Fixtures & ground bookings
Fields, courts and nets on one calendar, synced with fixtures and shared with coaches and parents.
Referee & umpire allocations
Assign refs to games, let them accept or swap and track who's done how many.
Volunteer & canteen rosters
Canteen, BBQ, gate, line marking and team manager duties with sign-ups, swaps and reminders.
Coach & volunteer compliance
Blue cards, WWCC, first aid and accreditations stored with expiry alerts.
Sponsor portal & pages
Sponsor tiers, logos on the website and TV screens, member offers and season reports.
Club shop & uniforms
Uniforms, merch and team bundles with size guides, pre-orders and pickup on training nights.
Canteen pre-orders
QR ordering at the canteen window and pre-orders for team lunches so nothing runs out by midday.
Clubhouse hire & bar
Hall and bar bookings with bonds, hire agreements, bar rosters and RSA records.
Committee hub
Minutes, documents, tasks, year planner and handover notes with role-based access.
Results & newsletters
Results from PlayHQ into the website and a weekly newsletter that mostly writes itself.
Grant-ready reports
Membership, participation, junior and female numbers and volunteer hours at the click of a button.
A club website people use
Quick on mobile, with fixtures, registrations, sponsors and news, built to rank for your sport and suburb.
03The systems
The big ones
Your whole club, on one system.
These are the systems clubs ask us about most. Each one stands on its own and they get properly useful once they're joined up.
Registrations & fees
Register once, pay once. The treasurer gets weekends back.
Families register every player in one go, with returning members pre-filled from last season. Fees are paid online in full or by instalment. Vouchers and discounts are applied automatically and reminders go out without anyone hounding anyone.
- Family accounts with multiple players
- Returning members pre-filled
- Medical, consent and photo permissions
- Age groups worked out from date of birth
- Family and sibling discounts
- Payment plans and instalments
- State sport voucher tracking
- Automatic overdue reminders
- Lines up with PlayHQ registrations
- Payments reconciled into Xero or MYOB
Team communications
Training's off. Everyone knows. Nobody asks twice.
Every team gets its own channel without another group chat. Coaches and team managers message players and parents by email, SMS or push. The committee can reach the whole club in one go when the grounds are closed.
- Messages by team, age group or club
- Email, SMS and push notifications
- Ground closure alerts in one tap
- Read receipts for coaches
- Availability for each game
- Parents see only their kids' teams
- No personal numbers shared
- Message templates for common notices
- Message history kept for next season
Fixtures & grounds
Every field, court and ref in the right place.
Fixtures, training sessions and facility bookings sit on one calendar so nothing doubles up. Referees and umpires get their games on their phone and can swap if they're crook. Parents see where and when without asking the coach.
- Fields, courts and nets on one calendar
- Fixtures synced from your association
- Training slots by team
- Clash warnings before you save
- Referee and umpire allocations
- Accept, decline and swap games
- Directions with Google Maps
- Calendar feeds for parents
- Wet weather changes pushed out
Volunteers & compliance
A full canteen roster and no lapsed blue cards.
Each team gets its share of canteen, BBQ and gate duties and families pick their slots. Swaps and reminders happen on their own. Coach and volunteer cards are stored with expiry dates so the committee hears about it weeks before round one.
- Duties shared out by team
- Families pick their own slots
- Swaps without the coordinator
- SMS reminders the night before
- Duty counts per family
- Volunteer hours for grants
- Blue card and WWCC records
- First aid and coaching accreditations
- Expiry alerts weeks ahead
Sponsors & club shop
Sponsors who renew and uniforms that fit.
Sponsors get proper pages, logos on the website and clubhouse screens and member offers that bring them customers. At the end of the season they get a report of what they got. The club shop takes uniform orders with sizes and payment up front.
- Sponsor tiers and packages
- Logos on website and clubhouse TV
- Member offers from sponsors
- End of season sponsor reports
- Renewal reminders and invoices
- Uniform pre-order windows
- Size guides and team bundles
- Pickup on training nights
- Paid before it's ordered
Committee hub
A club that survives the AGM.
Everything the committee needs lives in a system the club owns, not in someone's personal inbox. Roles carry the access, so when a treasurer steps down the next one logs in and finds it all where it should be.
- Role-based access, not personal logins
- Minutes, policies and documents
- Tasks and a season year planner
- Handover notes for every role
- Grant-ready member reports
- Clubhouse hire bookings and bonds
- Bar rosters and RSA records
- Club-wide financial summary
04How it changes
Before and after
Registration season, wolloped.
Here's how sign-up season could change. Every club is different, so we map yours first.
Before
- Paper forms at the sign-on day table
- Registrar retypes everything into a spreadsheet
- Treasurer texts families who haven't paid
- Vouchers tracked on a sticky note
- Coaches start yet another group chat
- Canteen roster has gaps by round two
After
- Families register online with last year's details pre-filled
- Players land in the right age group automatically
- Fees paid upfront or on a plan with auto reminders
- Vouchers logged against each player
- Teams messaged from one place on day one
- Families pick their canteen slots when they register
05Services
Everything under one roof
Software, websites and systems for sports clubs.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for sports clubs
Built around how your sports club actually runs: online registrations, fees & payment plans and the admin in between, in one system you own.
Websites for sports clubs
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Sports club system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for sports clubs
Team communications and fixtures & ground bookings: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect PlayHQ, MyGameDay and Revolutionise SPORT so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your sports club, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the platforms your association requires and the tools you already like. We fill the gaps around them rather than making you start again.
- PlayHQ
- MyGameDay
- Revolutionise SPORT
- TeamApp
- Spond
- Stripe
- Square
- Xero
- MYOB
- Mailchimp
- Twilio SMS
- Google Calendar
- Google Maps
- Google Workspace
- Microsoft 365
- YouTube
- Humanitix
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your sports club: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit down with your committee, coaches and canteen crew to work out where the volunteer hours actually go.
- 02
Archi-tech
We plan it before writing code: registrations, fees, teams, grounds, rosters, your association platform, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually registrations and fees first, so you get a win before the season starts.
- 04
Look after
We host it, maintain it and keep improving it season after season. When something breaks you call the people who built it.
08Questions
FAQ
Things sports clubs ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it work with PlayHQ or our association's system?
Usually, yes. Your association platform stays the official record and we fill the gaps around it, like fees, payment plans, team comms, rosters and sponsors.
Can it handle sport vouchers and payment plans?
Yes. We can track state sport vouchers against each player, set up instalments and send reminders automatically so the treasurer isn't chasing anyone.
Do parents need to download another app?
No. Parents can get messages by email or SMS and use everything from a phone browser. An app is an option if your club wants one.
We already use TeamApp or Spond. Do we have to switch?
No. If something's working we build around it. If it's holding you back, we'll show you what replacing it would involve before anything changes.
What happens when our committee changes?
Access is tied to roles, not people. The new treasurer or registrar gets logged in with handover notes and everything is where the last one left it.
Is our members' information safe?
Yes. Kids' details, medical notes and contact information are locked down by role and hosted securely on our own managed servers in Australia.
How much does a sports club system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and the club owns what we build.
How long does it take?
Smaller jobs like online registrations or a canteen roster can be quick. Bigger systems are built in stages so you get the first win before the season starts.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most sports clubs we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a sports club problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.